SaaSMarketingWebinar Automation

Webinar Registration, Reminder + Post-Event Follow-up Agent

When a prospect registers for a webinar, the AI immediately confirms via WhatsApp with the agenda and calendar link. It sends intelligent reminders (avoiding 3am messages), engages attendees in real-time during the webinar, and post-event, AI distributes replay links, captures engagement scoring, and routes high-intent attendees to sales for immediate follow-up.

AI operates via

WhatsApp AutomationEmail AutomationCRM SyncLive Handoff

Deploy This Template

How It Works

01
Registration Confirmation & Welcome
Within 2 minutes of registration, AI sends WhatsApp message confirming attendance with: event date/time in prospect's timezone, agenda preview, 'Add to Calendar' link, and one key takeaway to build anticipation.
02
Intelligent Reminder Sequence
AI sends 24-hour reminder via WhatsApp with speaker bios and agenda deep-dive. At 1-hour pre-event, sends final reminder via email with Zoom link and note: 'Join live chat with our product team.' Timing auto-adjusts for prospect timezone.
03
Attendance & Engagement Tracking
AI monitors Zoom attendance (join/exit times, duration), tracks in-chat questions asked by prospect, and flags if prospect stops watching (engagement drop). Real-time scoring: active question-asker = high intent.
04
Post-Event Immediate Outreach
Within 10 minutes of webinar end, AI sends attendees replay link via WhatsApp + email, plus personalised follow-up: 'You asked about custom integrations-here's a 2-min video.' Includes CTA: 'Book a 15-min demo' or 'Reply with questions'.
05
Lead Scoring & Sales Routing
AI calculates engagement score (attendance time + questions + replay watch + CTA click). High scorers (80+) automatically routed to sales via live handoff offer or SDR assignment. Medium scorers enter nurture sequence; low scorers sent to general education stream.

See How It Works

The AI Employee executes each step autonomously - no human intervention required unless explicitly configured.

Registration Confirmation & Welcome

Intelligent Reminder Sequence

Attendance & Engagement Tracking

Post-Event Immediate Outreach

Lead Scoring & Sales Routing

Step 01

Registration Confirmation & Welcome

Within 2 minutes of registration, AI sends WhatsApp message confirming attendance with: event date/time in prospect's timezone, agenda preview, 'Add to Calendar' link, and one key takeaway to build anticipation.

Step 02

Intelligent Reminder Sequence

AI sends 24-hour reminder via WhatsApp with speaker bios and agenda deep-dive. At 1-hour pre-event, sends final reminder via email with Zoom link and note: 'Join live chat with our product team.' Timing auto-adjusts for prospect timezone.

Step 03

Attendance & Engagement Tracking

AI monitors Zoom attendance (join/exit times, duration), tracks in-chat questions asked by prospect, and flags if prospect stops watching (engagement drop). Real-time scoring: active question-asker = high intent.

Step 04

Post-Event Immediate Outreach

Within 10 minutes of webinar end, AI sends attendees replay link via WhatsApp + email, plus personalised follow-up: 'You asked about custom integrations-here's a 2-min video.' Includes CTA: 'Book a 15-min demo' or 'Reply with questions'.

Step 05

Lead Scoring & Sales Routing

AI calculates engagement score (attendance time + questions + replay watch + CTA click). High scorers (80+) automatically routed to sales via live handoff offer or SDR assignment. Medium scorers enter nurture sequence; low scorers sent to general education stream.

Key Results

76%

Registration-to-Attendance Rate

28% of attendees

Post-Event Demo Bookings

<10 min

Lead Routing Latency

Frequently Asked Questions

How does the AI know the prospect's timezone?

From their registration data (IP geolocation + phone number country code). For ambiguous cases, AI defaults to company HQ timezone and allows prospects to reply with their timezone preference.

What if a prospect registers but doesn't attend?

AI sends 3 messages: day-of confirmation, 1-hour reminder, and post-event 'You missed it-catch the 15-min replay here' message 24h later. After 3 days, they enter a nurture campaign.

Can the AI measure which parts of the webinar drove interest?

Yes. If using interactive tools (polls, Q&A, chat), AI tracks which topics generated the most questions. Combined with replay watch heat maps, you can identify which content sections drive highest intent.

How is 'high-intent' attendee determined?

Multi-factor: attended >80% of webinar, asked at least 2 questions, watched replay clip, and clicked demo CTA. Alternatively, you can manually override: 'Any attendee from Fortune 500 company = high-intent.'

Does the agent handle no-shows gracefully?

Yes. No-show messaging is always friendly and non-judgemental: 'Busy day? Catch the 15-min replay-links inside.' No escalation unless they've registered twice.